PWS - Directors Workgroup.pdf

Director’s Workgroup on Improving Purchased/Referred Care Performance Work Statement

July 11, 2025

A. Background Information

The Indian Health Service (IHS), an agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The provision of health services to members of federally recognized tribes grew out of the special government-to-government relationship between the federal government and Indian tribes. This relationship, established in 1787, is based on Article I, Section 8 of the Constitution, and has been given form and substance by numerous treaties, laws, Supreme Court decisions, and Executive Orders. The IHS is the principal federal health care provider and health advocate for Indian people and its goal is to raise their health status to the highest possible level. The IHS provides a comprehensive health service delivery system for American Indians and Alaska Natives who are members of 574 federally recognized in 37 states.

The Director’s Workgroup on Improving Purchase/Referred Care (workgroup) was established in 2010 to provide recommendations on strategies to improve the PRC program. The workgroup is charged with reviewing input received to improve the PRC program; evaluating the existing formula for distributing PRC funds; and recommending improvements in the way PRC operations are conducted within the IHS and the Indian Health System.

B. Purpose

The Indian Health Service (IHS) requires event management support services to facilitate effective meetings for Director’s Workgroup on Improving Purchased/Referred Care (PRC).

This Performance Work Statement (PWS) includes the coordination of up to six (6) in-person, two-day meetings and up to six (6) virtual meetings during each performance period.

Each performance period will automatically include two (2) in-person meetings, while the remaining four (4) in-person meetings and all six (6) virtual meetings will be optional tasks.

C. Period of Performance

12-month period of performance

D. Contract Type

This contract is a fixed price and cost reimbursable contract that is one base year plus 4 option periods.

E. Tasks

Prior to each face-to-face meeting the contractor shall perform the following:

1. Kick-Off Meeting – The Contractor shall:

1.1. Conduct a kick-off meeting with the COR and federal meeting manager within five (5) days of the effective date of the contract (EDOC) or upon confirmation of meeting dates to review the performance work statement.

1.2. Following the kick-off meeting, develop a Comprehensive Event Plan (CEP) that includes recommended venue(s), suggested virtual platform(s) if Zoom is not available, an outline of roles and responsibilities, a timeline with critical deadlines, and any additional information discussed and agreed upon during the meeting. The CEP will be provided to the COR within ten (10) days of the kick-off meeting.

1.3. Schedule regular and recurring meetings, as agreed upon by the Contractor, COR, and federal conference manager, to provide updates and ensure event progress. The Contractor and COR will mutually decide on the virtual meeting platform for these meetings. After each meeting, the Contractor will update the CEP to reflect decisions and progress.

2. Logistical and Administrative Services

2.1. The Contractor shall oversee and manage all tasks outlined in this PWS to ensure the successful execution of required meeting.

2.2. The Contractor Shall act as the primary point of contact and liaison with the on-site venue staff, virtual meeting platform provider, and subcontractors. Ensure all support services are delivered seamlessly, maintaining the primary focus on effective information sharing and exchange.

3. In-person and Virtual meeting space

3.1. Site selection

The Contractor shall be required to identify meeting space availability in up to five (5) cities based on locations provided by the COR. However, the government is open to the Contractor's suggestions informed by their expertise regarding pricing and venue suitability. The Contractor shall secure meeting space to accommodate up to 50 in-person participants. Meeting space should be finalized no later than eight (8) weeks before the meeting date.

3.2. Registration Management

The Contractor is responsible for managing registration for both in-person and virtual attendees. Registration services must be operational no later than five (5) weeks before the meeting. A list of registered attendees, including both in-person and virtual participants, must be provided to the COR weekly. All registration processes shall be conducted electronically and adhere to best practices in the event planning industry.

3.3. Meeting Space Requirements

The meeting space must meet the following criteria, confirmed in advance in collaboration with the COR:

Requirements:

i. U-Shape set up for approximately 30 participants

ii. Audience seating for approximately 20 attendees behind the U-Shape

iii. Up to 4 workstations for program attendees

iv. Meeting space must have AV capabilities. The Contractor shall arrange

AV services including a screen, projector, tabletop microphones, laptop and sound and recording/transcribing support as determined necessary in planning meetings with the IHS

v. Wifi capabilities for all attendees

vi. Virtual meeting integration – in-person and virtual attendees communication is integrated on the virtual platform and in the in-person meeting space

vii. Meeting Owl 360 smart conferencing camera that captures video from all different directions.

viii. Power stations for meeting participants and workstations

ix. Negotiate the best terms for the government including no cancelation fee and no attrition fees for the meeting space unless otherwise agreed upon by contracting officer

3.4. Virtual component for in-person meetings

3.4.1. Virtual Meeting requirements

3.4.1.1. Use Zoom or other suggested virtual meeting platform

3.4.1.2. Accommodate up to 50 virtual attendees

3.4.1.3. Include closed captioning and transcription services

3.4.1.4. Provide audio and video recording capabilities

3.4.1.5. Ensure seamless Zoom or other suggested platform integration for in-person and virtual attendees

3.5. AV Integration for in-person meetings

AV arrangements must enable seamless interaction between in-person and virtual attendees, allowing full participation in discussions and deliberations. All official discussions and deliberations between in-person and virtual attendees must be recorded and transcribed.

3.6. Updating the CEP with relevant information

The Contractor shall include detailed information about the proposed meeting space in the CEP. This information must include the name of the conference space, square footage, capacity charts, links to photos, and any other relevant details. This information will be provided when recommended venues are submitted to the COR.

3.7. Budget preparation and submission

The Contractor shall prepare and submit a budget update to the COR to ensure costs remain within the contract’s outlined limits. This will be updated as needed and included in the CEP.

4. Arrange Hotel Sleeping Rooms

4.1. Room Block Arrangements

The Contractor shall secure a block of approximately 25 hotel sleeping rooms for workgroup members at the meeting location no later than six (6) weeks before the event. The hotel must provide a link for attendees to reserve rooms within the block.

The Contractor shall negotiate the most favorable terms for the government, including the elimination of cancellation or attrition fees for the reserved rooms.

4.2. Reservation updates

The Contractor shall provide the COR with an updated list of reserved rooms on a weekly basis.

4.3. Federal Per Diem Compliance

All hotel rates must be available at or below the federal per diem rate

5. Arrange Support Services for Participants with Disabilities

5.1. The Contractor shall arrange support services to ensure that participants or attendees with disabilities have equal opportunities to attend and access the information presented during the meeting. These services shall be determined as necessary during the facilitated planning meetings and provided in compliance with applicable accessibility standards and regulations.

6. Meeting packets and Printing services

6.1. Printed and Digital Meeting Packets

The Contractor shall prepare up to 50 printed meeting packets, each consisting of up to 200 double-sided, color-printed pages. The type of binder or folder to be used will be recommended by the Contractor but finalized by the COR. In addition, the Contractor must provide a PDF version of the meeting packet to be distributed to all virtual attendees.

6.1.1. Content Submission and Delivery Timeline.

The content for the meeting packet will be provided by the COR two (2) weeks prior to the event. Hard copy packets must be ready and available on the day of the event. The PDF version of the meeting packet must be made available to virtual attendees on the day of the event.

6.1.2. Proof Copy for Approval

A proof copy of the meeting packet must be provided to the COR for review and approval no later than ten (10) days before the event.

6.1.3. Printing and Assembly Services

The Contractor is responsible for all activities related to the preparation of meeting packets, including: printing and photocopying, collating and compiling materials, assembling packets, and transporting the packets to the meeting venue.

6.2. Meeting Materials and Supplies

The Contractor shall provide name tents, sign-in sheets, and other materials necessary for the in-person meeting space and be available the first day of the meeting.

6.2.1. Meeting Room Supplies

The Contractor shall be required to furnish meeting room supplies, such as paper, pens, and flip charts, as determined during planning meetings with IHS.

6.2.2. Name Tent Printing

The Contractor shall print name tents as needed, with the specific requirements determined during planning meetings with IHS. A proof of the name tents must be submitted to the COR for review and approval no later than ten (10) days before the event.

6.2.3. Onsite Printing Access

The Contractor shall have access to onsite printing facilities to produce additional copies or reprint name tents as necessary during the event.

6.3. Shipping Materials

The Contractor shall be responsible for shipping all meeting packets, printed materials, and other necessary items to the meeting site in a timely manner to ensure availability on the day of the event.

7. Workgroup Meeting Recording, Transcription, and Summary

7.1. The Contractor shall coordinate and deliver the following:

7.1.1. A written meeting summary

i. The meeting summary shall include technical discussions, deliberations, and final recommendations made by the workgroup.

ii. A Microsoft Word version of the meeting summary must be submitted to the COR no later than fourteen (14) calendar days after the meeting concludes.

iii. The meeting summary shall include a table of contents for easy navigation.

iv. Any required technical or content revisions must be addressed and returned within seven (7) calendar days of receiving feedback from the

COR.

7.1.2 Audio and Video Recording

The Contractor shall provide the audio, video, transcripts and chat files from the virtual meeting platform of the meeting. The files must be submitted to the COR within seven (7) calendar days after the meeting concludes.

7.1.3 Chat and Q&A documentation

The Contractor shall provide a Microsoft Word document capturing all content typed in the chat and Q&A boxes by meeting attendees seven (7) calendar days post meeting.

7.1.4 Closed Captioning/Transcription Documentation

The Contractor shall provide a Microsoft Word document containing the transcription generated by closed captioning seven (7) calendar days post meeting.

8. Optional Tasks: Virtual Meeting Coordination

This contract will have up to 6 separate virtual meetings, all of which are optional tasks.

8.1. Kick-Off Meeting – The Contractor shall:

8.1.1. Conduct a kick-off meeting with the COR and federal meeting manager within five (5) days of the effective date of the contract (EDOC) or upon confirmation of meeting dates to review the performance work statement.

8.1.2. Following the kick-off meeting, develop a Comprehensive Event Plan (CEP) that includes suggested virtual platform(s) if Zoom is not available, an outline of roles and responsibilities, a timeline with critical deadlines, and any additional information discussed and agreed upon during the meeting. The CEP will be provided to the COR within ten (10) days of the kick-off meeting.

8.1.3. Schedule regular and recurring meetings, as agreed upon by the Contractor, COR, and federal conference manager, to provide updates and ensure event progress. The Contractor and COR will mutually decide on the virtual meeting platform for these meetings. After each meeting, the Contractor will update the CEP to reflect decisions and progress.

8.2. Logistical and Administrative Services

8.2.1. The Contractor shall oversee and manage all tasks outlined in this optional task to ensure the successful execution of a virtual meeting.

8.2.2. Act as the primary point of contact and liaison with the virtual meeting platform provider and staff, and subcontractors. Ensure all support services are delivered seamlessly, maintaining the primary focus on effective information sharing and exchange.

8.3. Virtual Meeting requirements

8.3.1. Secure Zoom (or other platform as agreed upon) as the virtual meeting platform four (4) weeks prior to the virtual meeting

8.3.2. Manage Registration for the virtual meeting. Registration must be integrated into the virtual meeting platform. Registration solution must be available four (4) weeks prior to the virtual meeting

8.3.3. Accommodate up to 100 virtual attendees

8.3.4. Include closed captioning and transcription services

8.3.5. Provide audio and video recording capabilities

8.4. Budget Monitoring

8.4.1. The Contractor shall prepare and submit a budget update to the COR to ensure costs remain within the contract’s outlined limits. This will be updated as needed and included in the CEP.

8.5. Arrange Support Services for Participants with Disabilities

8.5.1. The Contractor shall arrange support services to ensure that participants or attendees with disabilities have equal opportunities to attend and access the information presented during the meeting. These services shall be determined as necessary during the facilitated planning meetings and provided in compliance with applicable accessibility standards and regulations.

8.6. Meeting packets

8.6.1. The content for the meeting packet will be provided by the COR fourteen (14) days prior to the event

8.6.2. Proof Copy for Approval

8.6.2.1. A proof copy of the meeting packet must be provided to the COR for review and approval no later than ten (10) days before the event.

8.6.3. The Contractor shall provide a PDF version of the meeting packet to be distributed to all virtual attendees on the day of the meeting.

8.7. Meeting Recording, Transcription, and Summary

8.7.1. The Contractor shall coordinate and deliver the following:

i. A written meeting summary

ii. The meeting summary shall include technical discussions, deliberations, and final recommendations made by the workgroup.

iii. A Microsoft Word version of the meeting summary must be submitted to the

COR no later than fourteen (14) calendar days after the meeting concludes.

iv. The meeting summary shall include a table of contents for easy navigation.

v. Any required technical or content revisions must be addressed and returned within seven (7) calendar days of receiving feedback from the COR.

8.7.2. Audio and Video Recording

The Contractor shall provide the audio, video, transcripts and chat files from the virtual meeting platform of the meeting. The files must be submitted to the COR within seven (7) calendar days after the meeting concludes.

8.7.3. Chat and Q&A documentation

The Contractor shall provide a Microsoft Word document capturing all content typed in the chat and Q&A boxes by meeting attendees withing seven (7) days post meeting.

8.7.4. Closed Captioning/Transcription Documentation

The Contractor shall provide a Microsoft Word document containing the transcription generated by closed captioning. Contractor shall provide this within seven (7) calendar days post meeting

9. Optional Tasks: Additional in-person meetings

This contract will allow up to four (4) additional in-person meetings which will be exercised individually as optional tasks. When exercised the contractor will perform tasks 1-7 as outlined in the performance work statement.

F. Contractor Personnel, Disciplines and Specialties

The Contractor shall accomplish the assigned work by utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall ensure the labor categories, labor rates, and man-hours utilized in the performance of each Task Orders issued hereunder will be the minimum necessary to accomplish the task. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

G. Data Rights The government has unlimited rights to all the documents and materials produced under this contract. All documents and materials collected or produced under this contract will be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor.

H. Project Officer A certified IHS Contracting Officer Representative will be identified prior to contract execution.

I. Task Schedule

Task schedule for tasks 1-7

Task Description Format / Quantity Due Date

E. Tasks Hybrid Meeting

E1. Kick-Off Meeting

E.1.1 Kick-Off Meeting Virtual 5 days after EDOC

E.1.2 Comprehensive event plan Word, excel or other platform

10 days after the kick-off meeting

E.1.3 Recurring meetings Virtual TBD in Start-Up meeting

E.2. Logistical and Administrative Services

E.2.2.1 Responsible for all required actions Various Ongoing

E.2.2.2 Serve as the primary POC Various Ongoing

E.3. In-person and Virtual Meeting Space

E.3.1 Secure In-Person and Virtual Meeting space Various

8 weeks prior to the start of the meeting

E.3.2 Manage registration for attendees Electronic

5 weeks prior to the start of the meeting

E.3.3

Meeting space must accommodate the specifications listed in this section

Various Ongoing

E.3.4

Virtual component for in-person meetings must meet the requirements listed in this section

Virtual Ongoing

E3.5

AV must be arranged in a way that allows the In-person and Virtual attendees to interact and participate in all discussions and the deliberations

Various During the meeting

E3.6 Update CEP with relevant information Electronic

When the recommendation is made

E3.7 Budget preparation and submission Electronic As needed

E. 4. Arrange Hotel Sleeping Rooms

E.4.1 Room Block Electronic 6 weeks prior to the event

E.4.2 List of reserved rooms Electronic Weekly

E. Tasks Hybrid Meeting

E.4.3 Federal per diem compliance Electronic At the time of signing the contract

E.5 Arrange Support Services for the Disabled

E.5.1 The Contractor shall arrange support services to preserve any disabled participants

Various Ongoing

E.6. Meeting Packets and Printing Services

E.6.1 Virtual and In-person meeting packets Various

Proof of copy must be provided 10 days prior to the event

E.6.2 Meeting Materials, Supplies and name tents

Various Day of the meeting

E.6.3 Shipping meeting packets and printed material Various Available day of the meeting

E.7. Meeting Recording, Transcription, Summary

E.7.1.1 Meeting summary Microsoft Word 14 calendar days post meeting

E.7.1.2 Audio and Video Recording Digital format 7 calendar days post meeting

E.7.1.3 Chat and Q&A Microsoft Word format 7 calendar days post meeting

E.7.1.4 Closed captioning/ Transcription/ Microsoft Word format 7 calendar days post meeting

Task 8: Optional task for Virtual Meeting Coordination (up to six individual virtual meetings)

E. Optional Task: Virtual Meeting Coordination

8. Kick-Off Meeting

8.1.1 Kick-Off Meeting Virtual 5 days after EDOC

8.1.2 Comprehensive event plan Word, excel or other

platform

10 days after the kick-off meeting

8.1.3 Recurring meetings Virtual TBD in Start-Up

meeting

8.2. Logistical and Administrative Services

8.2.1 Responsible for all required

actions Various Ongoing

8.2.2 Serve as the primary POC Various Ongoing

8.3. Virtual Meeting Requirements

8.3.1 Zoom (or other platform as

agreed upon) Virtual

4 weeks prior to the start of the meeting

8.3.2 Manage registration for

attendees Electronic

4 weeks prior to the start of the meeting

8.3.3 Accommodate up to 100

virtual attendees Various Ongoing

8.3.4 Include closed captioning and

transcription services Zoom Meeting Ongoing

8.3.5 Provide audio and video

recording capabilities Various During the meeting

8.4 Budget Monitoring

8.4.1 Prepare and submit a budget

update to the COR Electronic As needed

8.5 Arrange Support Services for the Disabled

8.5.1 The Contractor shall arrange

support services Various Ongoing

8.6. Meeting Packets

8.6.2

Proof of copy PDF Proof of copy must be provided 10 days prior to the event

8.6.3 Electronic Meeting Packet PDF Available day of

meeting

8.7. Meeting Recording, Transcription, Summary

8.7.1 Meeting summary Microsoft Word 14 calendar days

E. Optional Task: Virtual Meeting Coordination

8.7.2 Audio and Video Recording Digital format 7 calendar days

8.7.3 Chat and Q&A Microsoft Word format 7 calendar days

post meeting

8.7.4 Closed captioning/

Transcription/ Microsoft Word format 7 calendar days post meeting

Task 9: Optional task for up to 4 additional in-person meetings

Repeat Task 1-7 as outlined in the Performance Work Statement